Posts Tagged ‘Process Improvement’

Records Management Regulatory Compliance

In the highly regulated and competitive pharmaceutical industry, corporate records management programs have become indispensable to the continued well-being of the organization. Seeking industry recognized compliance, pharmaceutical companies actively seek records management software and services to assist them in their efforts. Inherent in these policies are the mandatory ability to restrict, locate, track, and audit access to all such records.

Managing the Life Cycle of Documents

Under these compliance requirements, the pharmaceutical industry is turning to companies like Southwest Solutions Group’s Information Management Division and Infolinx to ensure regulatory compliance and to establish programs reflecting best records management practices for documents and information throughout their life cycle. For example, we recently completed a project for a global biopharmaceutical corporation whose products are marketed in over 50 countries worldwide. Southwest Solutions Group partnered with Infolinx WEB, to implement integrated life-cycle tracking software to manage their pharmaceutical records, including product batch and history files, research notebooks, and intellectual property. According to Anna Stratton, Director of Information Management Solutions for Southwest Solutions Group, “This implementation was unique because it was a model team effort, bringing together the expertise of industry leaders in storage, consulting services and technology.”

File Conversion & Relocation Experts

When the Veterans Benefits Administration (VBA) sought to procure Personal Identifiable Information (PII) File Conversion and File Relocation Services, they selected Southwest Solutions Group’s Information Management Solutions (IMS) Division to standardize and index their records. The VBA, along with multiple other government agencies, were relocating their records to a new facility with a centralized location. IMS staff and leaders were required to undergo a high-level security clearance including fingerprint and background investigation by the GSA security personnel.

Standardizing Record Indexing

The VBA project consisted of VBA standardization of their existing record indexing system to conform to other VBA offices around the country. Existing VBA files were spread throughout several departments with multiple document volumes separated from their original files. These documents had to be brought together, indexed, and then relocated into a centralized high density file shelving system at the new location. Weekly coordination meetings were held to administer and adjust the scope of the conversion project and meet the requirements of VBA. The IMS team developed a barcode tracking system to barcode and track PII documents and 3000 boxes of documents from various points throughout the building (including vehicles). This allowed the team to convert records throughout several areas of the building while still maintaining complete audit and tracking controls.

“The VBA project was completed on time and a 100% reconciliation report was provided to the client, assuring them that all PII documents had been safely and securely transported to their final destination. The VBA later stated that they chose Southwest Solutions Group IMS Division for the file conversion project because they were confident the project would get done right, and on time.

To see a complete list of our products and services, please visit www.ssgims.com.

Innovation tracking and management technologies can make a huge difference in your bottom line whether it is for inventory, assets or records and information. The key to a successful implementation is identifying and improving the related business processes. Attaching a barcode or RFID tag to an item or putting document through a scanner is only a small part of the solution. Solution providers should be able to perform a survey and analysis of your existing system to first identify the root of deficiencies and provide a full life cycle overview. Process improvement in partnership with innovative technologies is the key to your return on investment and bottom line improvements. It is also important to identify which technology is best for your business function. Asset Management, Inventory, Digital Document and Archive Management are key business units that can benefit from a single and/or a combination of technologies and many systems can be expanded to include multiple departments or enterprise-wide. Technology can be a powerful tool when implemented to enhance your overall business function and work flow.